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Using the Retail POS (X-Series) sell screen

This article covers everything you need to know about opening and closing your store in Retail POS and how to make sales throughout the day.

The sell screen can be used to process sales in Retail POS on desktop and iPad. For steps on using the sell screen to perform sales, select the platform that you are using from the tabs below:

Using the sell screen on desktop

This article includes three sections:

Accessing the Retail POS sell screen

To access the Retail POS sell screen:

1. Log in using your existing Retail POS username and password.

2. Select Sell from the left-hand side menu followed by Sell again from the popout menu. Once here you will need to open your register.

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3. If you have more than one register you will be asked to select which one you would like to open.

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  Important

If you have already accessed the sell screen & a register is already opened, we will automatically load that register. If you need to select a different register, you will need to reset data.

Your register will now be open, ready for the day's trading.

Check you are logged in as the correct user

For many retailers, knowing who has processed a sale is important for reporting, commissions, and auditing. Before making a sale, check the top right-hand corner of the screen to see which user is logged in.

To manually change the user, click the username in the top right and choose Switch user.

  Tip

Automatically prompt for the next user: You can help to ensure you are using the correct user by turning on the Select user for next sale setting. This can be turned on or off for each register in your store.


Processing sales with the Retail POS sell screen

Adding a product to the sale

There are three ways to add products to a sale on the Retail POS sell screen: using Quick keys, searching, and using a barcode (SKU).

1. Adding a product using Quick keys

Quick keys can be the easiest way to add products to a sale. To add a product using a Quick key, locate the product's Quick key and click on it. This will immediately add the corresponding product(s) to the sale. If you have not yet set up Quick keys but would like to find out how click here to learn more.

2. Search for your product

The search bar enables you to search quickly for your product by name, SKU, handle, type, brand, or supplier code.

By default, your cursor will be in the search field, so you can start typing.

search.png

 

  Tips for searching

- Search term can be any part of a word, for example, "shirt" will return the "long sleeved shirt" product.

- The product search will return a max of 30 results. If you cannot see the product or customer try to refine your search criteria further.

- The search function will return both master products and products with variants.

- If you have many products with similar names, you may find using a barcode a more efficient option.

 

milk-product-search.png

3. Scanning or typing a barcode (SKU)

When you scan a barcode, the item will automatically be added to the screen. You do not need to click anywhere first before bringing up a product through scanning.

  Important

If you have duplicate SKUs or have given two or more products the same SKU, an error message will be generated prompting you to search the product by name. To fix this from happening in the future, search for the SKU on your product page to identify and fix any duplicates.


Managing products you have added to a sale

Removing a product from the sale

If you have made a mistake, click the trashcan icon by the product name. Clicking the trashcan icon will remove the product from the sale.

View product information

If you wish to view further information on a product you have just added to a sale you can do this from the sell screen. Click the product name on the sale list and navigate to Show inventory & details.

Product-information-on_sell-screen-show-details.png

This is useful if you want to see the description of the product or certain information like the stock levels. You will be able to see the stock level in all of your outlets, making it easy to check if an item is in stock in another store.

Changing the quantity

Changing the quantity of the product allows you to add more of the same item to the sale. This is best practice, so it is a good idea to get into the habit of doing it this way. This ensures that any discounts apply to ALL the items and that price books with quantity-based discounts are applied correctly.

To edit the quantity, click on a product in the sale and type in the new quantity.

Product-information-on_sell-screen-quantity.png

  Important

If you have disallowed cashiers from processing discounts they will be unable to apply a negative quantity to an item.


Discounting a product

When processing a sale, you may need to discount a product you have added to the sale.

You can choose to discount a product by a percentage, or by reducing the unit price. This is called a line-item discount.

To perform a line-item discount, click on a product in the sale. In the discount (%) field, type in the percentage you would like to discount by:

Product-information-on_sell-screen-discount.png

Alternatively, alter the unit price from the Price field.

When reports are run, these discounts are recorded and associated with each product.

  Important

The Retail POS tax model does NOT support manufacturer-issued coupons, which require tax to be calculated on the before-coupon-discount-applied price. Tax in Retail POS is calculated after the discount is applied.


Apply a discount to the entire sale

When processing a sale, you may want to discount the entire sale. This is often used for a staff discount, for example, or when you do not want to associate the discount with a particular product.

You can choose to apply:

  • A percentage discount
  • An amount

Follow these steps to apply a discount to the entire sale:

  • Add all items to the sale
  • At the bottom of the sale, click on the Discount option; here you can select a percentage discount or unit price discount:

additional-discount.png

If you apply a percentage discount, the discount will apply to all current and future line items in the sale. If you apply a dollar amount discount, then the discount total will remain the same even after you add new products.


Add a note to the sale

On the sell screen, notes can be added to individual products as well as the entire sale.

To add a sale note, input your text into the sale note field.

Product-information-on_sell-screen-add-note.png

To add a line item note, click on a product in the sale and fill out the note field below.

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Put a sale on hold (park a sale)

Parked sales can be super useful when customers need you to hold their purchase while they get more items or fetch their wallet, for example. They enable you to clear the sale from your sell screen to keep trading and retrieve it when the customer returns to the store.

To process a parked sale, follow these steps:

1. Ring up the sale as normal.

2. Choose Park sale from the top right.

Park-sale.png

3. Your sale will then be parked.

  Tip

Before clicking Park sale you may want to add a note to the sale first.

Parked sales and Register closures

Parked sales are not included in register closures. Your sale will only record under your register closure after the sale is completed (fully paid off or put onto on account or lay-by.)

How does this work in practice?

When a customer's sale is parked today, and the customer comes in tomorrow to receive and pay for their items. The purchase and the payment will both be included in tomorrow’s register closure.


Removing tax from a sale

The sell screen allows you to remove taxes from a sale if required. To do this, follow the steps below:

1. Add the products you want to sell to the sell screen.

2. Navigate to the bottom of the screen and click on Tax. This will display a list of all taxes in the sale and the value of each of these taxes.

3. Click on the trashcan icon against any of the taxes you wish to remove and complete the sale when you are done.

remove-tax-on-sale.png

  Important

Once you have removed the tax from a sale you will not be able to add it back to the sale.


Discard the sale (start over)

When you no longer wish to proceed with a sale and want to start again, you can discard the sale. 

If you have not yet taken payment, click More actions at the top of the payment box and select Discard sale. This will discard the unwanted sale and not be recorded in the Sales history.

If you've already taken payment, you will need to complete the sale and issue a return using the standard return function.

If you have accidentally continued the wrong layby, or on account sale, from the Sales history you can use Discard sale to exit. The sale will not be deleted, and you can go back to it at any time.

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Adding a customer to the sale

To add a customer to the sale, follow these steps:

1. In the right-hand search box, type the customer's name, phone number, email, company, or customer code.

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2. A drop-down matching the customer's name will appear. You can keep typing more letters until the results are filtered enough to find your customer.

3. If your customer is not found, you can add the customer without leaving the sell screen. Just hit Add [X] as a new customer, and Retail POS will open a window for you so you can add the customer's details.

To learn more about creating new customers and managing existing customers in Retail POS for Mac or PC, check out this article.


Assigning products within a sale to an employee

For stores that need to identify the employee(s) that have sold products to a customer, but may not have processed the sale at the register, you can assign an employee to each product in Retail POS.

  1. On the Sell screen, add products to the sale.
    Assign-Sales-Sell-Screen.png
  2. Click a product on the sale to expand.
    Assign-Sales-Products.png
  3. Click Sold by X and select an employee to assign the product to from the drop-down menu, or use the search field to enter the employee's name.
    Assign-Sales-Select-Employee.png
  4. Repeat steps 2 and 3 for each product that requires a specific employee assigned.
    Assign-Sales-All-Assigned.png
  5. Once all products have the correct employees assigned, continue with the sale as per normal.
    Assign-Sales-Complete-Sale.png

Taking payments for the sale

Once you have added all your items, you are ready to take payment for the sale.

Click the Pay button. You will be taken to the payment screen where you will find a variety of payment type buttons (determined by what the store owner has chosen).

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To take a cash payment, click Cash. This will prompt you to enter the exact amount that the customer has provided to complete the sale. This will prompt you to choose the amount that the customer is giving for payment. If change is due, you will be told how much to give them from the till. You can also use the quick cash options to select the suggested payment amounts or use the input box to enter an exact amount. 

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Split payments

You can accept multiple/split payment types for the same sale. The different payments will be reflected in the Sale summary of the Pay screen. To process a split payment, type the first amount that the customer wants to pay next to Amount to pay, and choose the relevant payment button (eg. Cash). Once this payment has been processed, the remaining balance of the sale will be adjusted, and you will be able to pay this off with another payment type (eg. Credit card).

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Card payments

If the customer is paying by credit card, you will be able to complete the sale by selecting an integrated payment type. For more information on payment types available with Retail POS click here.

Integrated card payments:

If you have not yet set up your payment terminal, find your terminal here to learn how.

To process a sale using an integrated card payment on the sell screen, **follow the steps below: **

  • Add the items to the sale, and click the Pay button.
  • Choose your payment type.
  • A payment window will appear, which will prompt you to swipe the customer's card in the terminal.
  • Follow the prompts that appear on the payment terminal screen.
  • Your customer can then tap, swipe, or insert their card to complete payment. If the customer chooses to sign for their payment, a receipt will be printed for them to sign, and you will need to confirm the signature is correct.
  • Retail POS will show you whether the transaction is accepted or declined.
  • Retail POS will then print a copy of the receipt for you and your customer.

Gift card payments

If you have gift cards enabled for your store, and the customer wishes to make a purchase using a gift card, you can process the sale by clicking Pay and selecting the Gift card payment type. For more information on Gift Cards and how this redemption process works, check out this article.


Loyalty payments

  Important

If you have not set up Loyalty in your store, click here to learn how.

Customers can pay with Loyalty if you have Loyalty enabled in your store. To process a payment using Loyalty, add products to the sell screen and add the customer who wants to redeem their Loyalty.

  Tip

If you want to check the Loyalty balance of this customer before processing the sale, search for the existing customer and click on their name. The customer should now appear in the Checkout section, click on their name to view their Loyalty balance.

Next, click Pay. You can use Loyalty to pay for the sale in full or use it as a partial payment. To pay for the sale in full, click the Loyalty button below.

To pay for some of the sale using Loyalty, adjust the amount tendered to the amount of Loyalty the customer wishes to redeem, click the Loyalty button below and pay off the rest using cash or card payments.

take-payment-loyalty.png

If the customer is new, you can add them to your customer database and enable Loyalty for them right from the sell screen. Just click Create new customer, and Retail POS will open a window for you so you can add the customer's details and tick loyalty on or off. Your customer will now be all set up to earn Loyalty!


Redeeming store credit

If a customer has store credit, they can redeem this store credit to pay for part or all of a sale. To learn more about how to set up store credit and to use them as a method of payment, click the link here.


Issuing customer receipts

Depending on your store settings, once the sale is completed, you will be prompted to provide the customer with a receipt. This may be either a printed or emailed receipt. You also have the option of printing a Gift receipt for your customer if they wish to purchase something as a gift.

Printed receipts

If the current register you are using is set up to print receipts, they will automatically be printed after taking payment and hitting the Complete sale button.

You can also print off a copy of the receipt before completing the sale, by clicking Print

If you have more than one receipt template set up, you can click Other... to choose to print from another receipt template:

Print-receipt-template.png

Printing turned off, or receipt failed to print?

If your store does not have receipt printing turned on, receipts will not print automatically after hitting Complete sale. You can still print a receipt manually from the sale confirmation screen.

If you need to print a receipt from a historic sale:

1. Open the Sales history tab from the side menu and ensure you're on the All tab at the top left.

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3. Locate the sale you wish to print the receipt for.

4. Click on the sale to expand the sale information.

5. Once here, you'll see an expanded view of the sale. On the right of this expanded view is a Print receipt button. Clicking this button will first open the template choices box (if multiple receipt templates are enabled), and then the print preview screen from where you can print out your receipt.

print-receipt_copy.png


Email receipts

If your store has email receipts enabled, you will be prompted to enter the customer's email address. (If you have already added a customer to the sale, and Retail POS has their email address, this will automatically be filled in.) 

If you have multiple receipt templates set up in your store, you can click the drop-down menu next to your default receipt template to choose another template for the emailed receipt. 

Email-template-receipt.png

The receipt will automatically be sent out upon completion of the sale.

If you do not wish to email a receipt to a customer, you can remove their email from the Sale sonfirmation screen before hitting the Complete sale button.

Email receipts turned off?

You can still email a receipt to a customer, even if it is turned off by default.

1. Open the Sales history tab from the side menu and ensure you're on the All tab at the top left.

all-sales.png

2. Locate the sale you wish to print the receipt for.

3. Hover over the sale line and click to expand the sale information.

4. Once here, you'll see an expanded view of the sale. On the right of this expanded view is an Email receipt button.

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5. Click the Email receipt button and enter the customer's email in the popup box that appears.

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Gift receipts

You can also print off a gift receipt if your customer is purchasing your products as a gift for someone else. The gift receipt is a simplified version of the standard receipt that does not include any payment or loyalty information.

To print out a gift receipt directly after a sale, follow these steps:

1. Add products and click Pay as normal.

2. After taking payment for the sale, you will be taken to the Complete sale page.

3. Before clicking Complete sale, select the Gift receipt button.

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4. This will take you to the print preview screen where you can print the gift receipt.

  Note

Gift receipts are not customizable.

5. After you've printed the gift receipt, click Complete sale to complete the sale and print off a standard customer receipt.

Complete-sale.png

If you need to print a gift receipt from a historic sale:

1. Open the Sales history tab from the side menu and ensure you're on the All tab at the top left.

all-sales.png

2. Locate the sale you wish to print the receipt for.

3. Click on the sale to expand the sale information.

4. Once here, you'll see an expanded view of the sale. On the right of this expanded view is a Gift receipt button. Clicking this button will bring up the print preview screen from where you can print out your receipt.

Gift-receipt_copy.png


Return a sale

  Tip

Different retail stores have different rules about what items can and cannot be returned. It is useful to check in with your supervisor about this before processing any returns.

Before you begin, it is important to note that you may only complete a return on fully paid sales (including fully paid On Account and Layby sales) and not on open On Account or Layby sales OR existing return transactions.

To process a return:

1. Navigate to the Sales history tab and find the sale you would like to return.

  Tip

Click on the Process return tab then search for the receipt number of the sale.

2. Once the sale is located, click the reverse arrow to begin the return.

process_return_tab.png

  Important

If you have disallowed cashiers from processing discounts in your store, they will also be unable to process returns. If a cashier user is unable to process returns in your store this reverse arrow will be greyed out and unclickable.

If a customer is not attached to the original sale, you will be asked to add a customer to the return here. You can skip this if you do not wish to add a customer to this return.

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This sale will now appear in the checkout section of your sale screen. The item(s) involved in this sale will now be listed as a negative value, indicating that they will be returned.

  Note

Return items cannot have their price adjusted.

At this stage in the process, you may need to remove any products that the customer is not returning. To do this click on the trashcan icon next to any items your customer is not returning.

refund-and-garbage-can.png

Once you are happy with how everything looks, click the Refund button and select the payment type you wish to process the return with.

  Important

If you are returning a Worldpay, Tyro, or iZettle sale, please make sure you choose the right payment type and follow the instructions on Retail POS and your payment terminal screen.

 

Does your customer want to exchange their item for something else?

No problem! Add any products the customer wishes to exchange to the sell screen:

Exchange-return.png

Then click the red Exchange button:

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Note: Exchanges cannot be settled using Layby or On account methods.


Creating On account sales

On account sales are sales are used to track product purchases that the customer intends to pay off at a later date.

  Important

  • Check with the store manager to make sure your store offers on account sales to every customer, or if approval is required.
  • Each account sale is a separate invoice the customer will need to pay. If you'd like to add a sale to an existing invoice, you'll need to find and open this On account sale again. Do not do this if your store uses the Xero integration.

To place a sale On account:

  • Ensure the customer is added to the sale.
  • Click Pay.
  • Click On account.
  • Click Complete sale.
  • Issue the customer a receipt.

  Tip

You can take a regular payment before placing the item On account.

take-payment-on-account.png

The sale will be shifted to On account status, and the customer will have a balance-owing recorded against their name. Each time that customer is added to a sale, you will be able to see any outstanding balance on their account. Once the balance reaches 0, the sale will be closed.

  Important

Xero customers: Account sales will create an accounts receivable invoice in Xero. You can read more about account sales and Xero here.

Opening an On account sale:

1. Go to Sell > Sales history.

2. Find the On Account sale and click on it.

3. Select the Continue sale button. The sale will then open on your sell screen.


Creating Layby (Layaway) sales

  Important

  • Layby sales have some restrictions if you are using the Xero integration. If you rely on product quantities posted to Xero via Register closures, we do not recommend using Laybys.
  • Once a sale is placed on Layby it cannot be switched to On account. The same applies when switching from On account to Laybys.

To place a sale on Layby:

  • Ensure the customer is added to the sale.
  • Click Pay.
  • Type in deposit amount and choose the payment type.
  • Click Layby to put the remaining balance on a layby sale.
  • Issue the customer a receipt.

Pay-by-layby.png


Creating an In store order

In store orders are useful for a number of reasons. Product(s) may be out-of-stock at the time a customer is in store, or they may not be ready to receive the product(s) and want to have them delivered or pick up later.

Instead of turning the customer away, you can process and record the sale as unfulfilled, and fulfill it later.

To create an In store order:
1. Add the products and customer to the sale.
2. Click More actions.

mark-as-unfufilled.png

3. Select Mark as unfulfilled.
4.
Select Delivery or Pickup and follow the prompts to add order details.
5. Click Pay.
6. Select the customer's preferred payment type.
7. Process the payment as normal. If the customer is making a partial payment, Click Save sale.
8.
Click Complete sale.

The In store order is recorded and managed in the Sales history. For more information on In store orders, refer to our In store order fulfillment guide.


Closing for the day

Once you have completed all your sales for the day, you will need to close the register for your store.

To close your register, follow the steps below:

1. Complete your card processing terminal's end-of-day process to get the sum of takings for that day.

2. Go to Sell > Open/Close from the side menu.close_register.png

3. This will take you to the register closure screen. In here, you will need to enter the day's counted cash (including your float) against the expected cash in your cash drawer.

4. Next, confirm the rest of the day's payments (such as credit card payments) below.

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5. Confirm these amounts and add an optional register closure note if you like.

6. Click Close register.

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You may now review your expected and counted totals for today's payments and view a breakdown of all of the day's cash movements.

Print your last register closure summary

Once you have closed your register, you will have the option to print out this register closure's summary. You may choose to print this summary out if you want to keep a physical record of your closures, benchmark store performance between outlets or to include a printout on your end-of-day cash bag.

The register closure summary will include the current user, outlet name, register name, closure number and the opening and closing times of the register. For each payment type, it will show the payment type name as well as the expected and counted amounts for each payment type.

The summary will also include a register closure note if you chose to include one when closing the register and cash movements if you have Retail POS cash management enabled.

  Important

If you open your register you will not be able to print your last summary. Only when the register is closed, will you be able to print out the last summary.

  1. Using the sell screen on iPad

    The Retail POS app for iPad is specially designed to make selling quick, easy, and mobile.

    Before you get started selling, you will need to set up the Retail POS app on your iPad. For setup information, refer to our Setting up Retail POS (X-Series) on iPad guide.

    This article includes:


    Making sales

    Once you have followed the set up the Retail POS app, you are ready to start making sales on your iPad.

    To confirm what Outlet, Register, and User you're logged into, tap the Menu icon (≡) to open the navigation.

    iPad-Start-Outlet-Register-User-Check.PNG

    The Outlet and Register will be displayed underneath your store name. The User will be displayed at the bottom of the Menu (≡) including sales information (if applicable).


    Add products to the sale

    There are four ways to add a product to a sale with the Retail POS app.

    1. Tapping the Quick key

    Tap on the product Quick key to add it to the sale. If the product has variants, you'll need to pick which version of the product you are adding.

    iPad-Add-Product-To-Sale-Quick-Keys.PNG

    Once you have selected the product or product variant, it will be automatically added to the sale.

    2. Scanning the product barcode

    Use your barcode scanner to scan the products into the sale. This will automatically add the item(s) to the sale. Continue to scan barcodes to add additional products.

    iPad-Add-Product-To-Sale-Scanner.png

      Product is not showing up when scanned?

    If a product you have scanned is not automatically adding to the sell screen, try and add it manually using the step below.

    3. Searching for the item

    To search for an item, tap the Search products by keywords search bar. Type in the product's name, handle, brand, type, supplier code, or SKU.

    iPad-Add-Product-To-Sale-Search.PNG

    4. Using the iPad camera to scan the product barcode

    Tap the Search products by keywords search bar and then tap the camera icon in the top right hand of the keyboard.

    iPad-Add-Product-To-Sale-Camera.PNG

    Position the iPad camera over the barcode to scan and add the product to the sell screen. 

    iPad-Add-Product-To-Sale-Camera-Scan.PNG


    Manage the items being sold

    There are also several ways you will be able to manage the items being sold. For example, adjusting product quantities, viewing information about the product, adding a note to the item, editing its price or removing the item from the sale entirely.

    Adjusting product quantities

    If your customer wants to buy more than one of a certain item, you can increase the product quantity. There are two easy ways to do this:

    1. Re-add the product by repeating one of the steps above
    2. Change the quantity by editing the sale item

    To edit the quantity, tap the product to expand. Tap the Quantity field, and a numbered modal will open. This will allow you to change the quantity by inputting a desired number and selecting with plus (+) or minus (-).

    iPad-Sell-Screen-Change-Quantity.PNG

    View more information about the product (stock levels, descriptions)

    • Press and hold the product Quick key on the sell screen.
    • Press and hold the search results from the product search bar.

    This will open a window where you will be able to see:

      • Product name and description
      • Photo
      • Any tags
      • Price
      • Stock level (including each variant) for each outlet

    Adding a note about a product

    This feature can prove useful when selling customized orders. If a customer purchases a dress but wants you to hold the dress in store for a day, you can leave a note here.

    iPad-Sell-Screen-Add-Note.PNG

    Remove a product from the sale

    Tapping the trashcan icon will remove the product from the sale.

    iPad-Sell-Screen-Remove-Product.PNG

    Increasing or decreasing the item price

    This option can be used to alter the price as required, e.g the price include if the price recorded in Retail POS does not match the price on the label. Tap the Price field and use the numbered modal to adjust the price.

    iPad-Sell-Screen-Change-Price.PNG

    Add a line discount

    This is a percentage discount (e.g. 10%). To apply a line-item discount, tap on the product you wish to discount to expand, then tap the Discount field. This will open a numbered modal that can be used to input a discount percentage value.

    iPad-Sell-Screen-Discount.PNG

      Tip

    It is always good to check that the discount has been applied correctly after this step so that your customer is not over or undercharged.

    If your store has restricted discounting to managers, you'll need to switch to a manager or admin to apply the discount.

    1. To do this, tap the Menu icon (≡)

    2. Tap the username/icon. The user-switching window will open.

    3. Tap the manager/admin account to log them in. Once the manager/admin has applied the discount, you can switch back to the cashier to complete the sale.


    Manage the sale

    There are also several ways you will be able to manage the sale you are processing. For example, special customer pricing, removing tax and discounting the entire sale, adding a customer or note to the sale, and park a sale if required.

    Store-wide sales and special customer pricing

    The Retail POS app offers built-in functionality that makes it easier for you to run store-wide sales or provide special pricing to customers like VIPs or staff members. This is called Price books. You'll need to set up your Price books in the main web app (check out instructions here).

    Once your Price books are set up, they'll automatically apply on the Retail POS app. Just add the product to the sale, and the price will automatically update. If the price is restricted to a particular type of customer, it will not update unless that customer is added to the sale.

    Like discounts, if the change is a price reduction, you'll see the previous price crossed out, as well as the new price.


    Removing tax

    Once you've added all your products to the sale, you can also remove all taxes from the sale. To do this, tap on Tax and tap the trashcan next to each tax you wish to remove.

    iPad-Sell-Screen-Tax.PNG


    Discounting the entire sale

    It's also possible to add discounts to the entire sale. These can be used as ad-hoc discounts for certain customers or short-term promotions.

    To add a discount to the entire sale, tap Discount.

    iPad-Sell-Screen-Sale-Discount.PNG

    Add the discount as a $ Discount (e.g. fixed amount discount, i.e. 2 dollars off) or a % Discount (e.g. 10% off) of the sale.

      Tip

    It is always good to check that the discount has been applied correctly after this step so that your customer is not over or undercharged. Another feature you can possibly implement for sale wide discounts are promotions, click here for information.


    Promo codes

    For promotions that require a promo code to be provided at the time of sale, these can be entered on the sell screen. Tap Promo code and either scan or enter the Promo code, then tap Add.

    iPad-Sell-Screen-Sale-Promo-Code.PNG

    To learn more about promo codes in Retail POS, refer to our Promo codes in Retail POS (X-Series) guide.


    Add a note to the sale

    In addition to adding a note to a particular product, you can also add a note to the entire sale.

    To add a sale note, tap Note. Type the note you want to add to the sale and tap Save Note. You will also be able to add a sale note to the sale, if needed, once you complete the sale.

    iPad-Sell-Screen-Sale-Note.PNG

      Important

    If you have Print note on receipt turned on for this register, you will be notified that this note will be displayed on your customer's receipt.

    To keep internal sale notes, you will need tap the Menu icon (≡) and head to Setup > Outlets and registers > Edit register and tap No in the Print note on receipt section.

    Also ensure that Ask for a note is set to On all sales or On sale/Layby/Account/Return to ennable the note taking feature in your sell screen.

    To edit or remove this note, tap the note at the top of the sale. Update your text, and tap Add note or tap Remove note to remove the note from the sale.


    Add a customer to the sale

    Add a customer to the sale to record the sale against the customer's account. This allows customer details to be stored for promotional purposes and the customers purchases are recorded for future reference.

    Find the customer

    iPad-Sell-Screen-Customer-Search.PNG

    To find the customer, enter the customer's details in the Add a customer search bar. Type in one of the customer's details, including:

    • Name (customer or company)
    • Customer code
    • Email address
    • Phone number
    • Twitter handle
    • Custom fields

    If you can't find the customer, you will need to add them to your store as a new customer. Scroll to the Add a new customer section to learn more.

    Add the customer to the sale

    Now that you've located the customer you were searching for, tap their name to add the customer to the sale. Once added, the customer's name will be displayed above the line items.

    iPad-Sell-Screen-Add-New-Customer-Added.PNG

    Check and update customer details

    If required, you can check the customer's details are correct once added. Tap the customers name to expand and tap View customer details.

    iPad-Sell-Screen-Customer-Added-Details.PNG

    This will open the customer information modal where you are able to view their name, contact details, and any outstanding balances. This also includes account sales, laybys, and loyalty balances.

    iPad-Sell-Screen-Customer-Added-Details-Full.PNG

    If any of the information is out of date, tap Edit information, update the information required, and then tap Update to return to the sale.

    Add a new customer

    If the customer is new to your store, you can add them during a sale.

    iPad-Sell-Screen-Add-New-Customer.PNG

    Search for the customer's name and if they are not currently in your database, you can select Add as new customer.

    iPad-Sell-Screen-Add-New-Customer-Contact.PNG

    This will open the Create new customer screen, where you will be able to input:

    • First name
    • Last name
    • Email 
    • Contact number
    • Customer group
    • Opt-in to marketing and promotional emails

    iPad-Sell-Screen-Add-New-Customer-Details.PNG

    To add further information, tap the Details tab. Here you can capture:

    • Postal address
    • Company name

    • Website

    • Date of birth

    • Gender

    • Customer code

    • Notes

    • Custom fields

    Once all information has been input, tap Create new customer to create the customer account and add it to the sale.


    Park sale

    Sometimes, you might need to place a sale on hold. In Retail POS, this is called parking a sale. You can do this at any time up until you take payment for the sale.

    Tip: We recommend adding a customer's name to your parked sale. This makes it easier to locate the sale when you want to continue it.

    iPad-Sell-Screen-Park-Sale.PNG

    Once you're ready to park the sale, tap Park sale.

    You'll be asked to add a note to the sale. This is optional, add the note if required, and tap Park sale.

    iPad-Sell-Screen-Park-Sale-Add-Note.PNG


    Delete sale

    If you no longer want to complete the sale, tap More options and then tap Delete sale. This will delete the sale and clear the products/customer from the sell screen.

    iPad-Sell-Screen-Delete-Sale.PNG

    If you discard a sale that has no payment attached to it, is not a return or layby sale, has not had a receipt printed for it, then no record of the sale will be kept in Sales ledger or Sales history.


    When you're ready to pay

    Tap Pay to proceed to the the payments window. The Pay button will also state how many items you have added to the sale and the sales total dollar value.

    iPad-Sell-Screen-Pay_copy.PNG

    Payment type

    Once you have confirmed the amount tendered is correct, you can pick how you wish to process the customer's payment.

    iPad-Payment-Types-All.PNG

    Cash

    To pay using cash, press the Cash payment type button. Remember if you're wanting to split your payments to change the amount in the amount tendered field.

    iPad-Payment-Types-Cash.PNG

    The Amount to pay window will provide you with likely values your customer is paying with, or allow for you to enter the exact amount the customer is giving you in cash.

    Once selected, Retail POS will tell you the amount of change you need to issue a customer, if required.

    iPad-Payment-Types-Cash-Quick-Cash.PNG

    If you are using a cash drawer with your receipt printer (this does not apply to handheld printers), this will cause the cash drawer to open.

    Gift card

    If you have gift cards enabled, and the customer wishes to purchase using a gift card, you can process the sale by tapping the Gift card payment type.

    iPad-Payment-Types-Gift-Cards.PNG

    For more information on how this redemption process works,check out this article.

    Credit card

    There are two options for credit cards:

    1. Integrated payments
      • Integrated payments are those that Retail POS automatically sends to the card terminal and receives an approval or decline response back to close the sale. Retail POS integrates with a number of payment providers within different regions, refer to our Integrated payments setup guide for further information.
        iPad-Payment-Types-LS-Pay.PNG

    2. Manual (non-integrated) card payment
      • To process a manual card payment, you will need to add a credit card payment type. Once you've set up the payment type, a Credit card button will be displayed as a payment option on the payment screen. Tap this button, and the sale will close. You will then need to process the payment on your card terminal outside of Retail POS to take payment from your customer.

      • For further information on non-integrated payment types, refer to our Non-integrated (manual) payment type setup guide.
        iPad-Payment-Types-Non-Integrated-Credit-Card.PNG

    Pay with Loyalty

    If you have Retail POS Loyalty enabled, customers can use their earned Loyalty amounts to pay for all or part of a sale.

    To take payment using Loyalty, tap Loyalty.

    iPad-Payment-Types-Loyalty.PNG

    When the customer has earned enough Loyalty available to pay for the sale in full, the sale will be completed. If the customer only has enough Loyalty for a partial payment, you will be prompted with the amount available.

    Tap Make partial payment to continue and complete the sale using another payment type.

    iPad-Payment-TypesLoyalty-Amount.PNG


    On account sales

    Using the Retail POS app, you can place sales On account for your customers. On account, sales are used to track product purchases that the customer intends to pay off at a later date.

      Important

    • Check with your manager to make sure your store offers On account sales to every customer, or if approval is required.
    • Each On account sale is a separate invoice the customer will need to pay. If you'd like to add a sale to an existing invoice, you'll need to find and open this On account sale again. Do not do this if your store uses the Xero integration.

    To put a sale On account:

    1. Ensure a customer is added to the sale
      iPad-Sell-Screen-Add-New-Customer-Added.PNG
    2. Tap Pay.
      iPad-Sell-Screen-Pay_copy.PNG
    3. Tap On account.
      iPad-Payment-Types-On-Account.PNG

    If your store has note prompting turned on, you may be asked to leave a note now.

    Opening an On account sale

    To open an On account sale, tap the Menu icon (≡) and select Sales history.

    1. Locate the the On account sale and tap to expand
    2. Tap Continue sale to open the on the sell screen.

    Dismissing an On account sale on the sell screen

    To dismiss an on account sale on the sell screen, tap More options and select Delete sale.

    iPad-Sell-Screen-Delete-Sale.PNG

    This will delete the sale from the sell screen but the original will still be available in the Sales history.


    Laybys/Layaways

    A Layby/Layaway is a sale that allows you to take a deposit from a customer for a product, set that product aside, and let the customer pay it off at a later date.

      Important

    • Make sure you follow your store policy about deposits and layby terms and conditions.
    • It is important when performing laybys that the item is set aside and tagged with the customer's information to avoid it being accidentally resold.

    To put a sale on Layby/Layaway

    1. Ensure a customer is added to the sale.
      iPad-Sell-Screen-Add-New-Customer-Added.PNG
    2. Tap Pay.
      iPad-Sell-Screen-Pay_copy.PNG
    3. If you require a deposit for layby sales, enter the amount the customer is paying for the deposit and choose the applicable payment type to process the payment.
      iPad-Payment-Types-Layby-Deposit.PNG
    4. Once the deposit payment has been made, tap Layby to put the remaining balance on layby.
      iPad-Payment-Types-Layby.PNG

      Tip

    Don't forget to give the customer a copy of your store's terms and conditions if required.

    Opening a Layby sale

    To open a Layby sale on the sell screen, tap the Menu icon (≡) and select Sales history.

      1. Locate the the Layby sale and tap to expand.
      2. Tap Continue sale to open the on the sell screen.

    Dismissing a Layby sale on the sell screen

    To dismiss an Layby sale on the sell screen, tap More options and select Delete sale.

    iPad-Sell-Screen-Delete-Sale.PNG

    This will delete the sale from the sell screen but the original will still be available in the Sales history.


    Sale confirmation screen

    Once you have processed the required payment(s), you will be brought to the Payment received screen.

    iPad-Payment-Received.PNG

    If automatic receipt printing has been enabled for your store, a receipt will now be printed. If automatic receipt printing is turned off or you wish to print another receipt, including Gift receipts, click Print others.

    iPad-Payment-Received-Print-Other.PNG

    You'll also have the option to add a customer to the sale, if not already added.

    iPad-Payment-Received-Add-Customer.PNG

    You can also choose to email the customer a copy of the receipt by selecting the Email a receipt to... toggle. iPad-Payment-Received-Email-Receipt.PNG

    Once you finish, if you have not been automatically returned to the sell screen, you can tap Next sale.


    Sale confirmation settings

    By default, the sale confirmation screen automatically closes 10 seconds after the sale has finished. You can adjust the period the window stays open for in the app settings.

    Managers and admins

    From the sell screen, tap the Menu icon (≡) and select Settings, then General settings.

    You can:

    • Turn off automatic closing entirely.

    • Extend or shorten the automatic closing period. You can have between 2s and 2 minutes.


    Retrieve sales and view sales history

    In your sales history, you can view previous sales, load an open sale onto the sell screen, and reprint receipts.

    To access the Sales history, tap the Menu icon (≡) and select Sales history.

    iPad-Menu-Sales-History.PNG

     

      Important

    If your iPad is offline, the Retail POS app will only show you parked sales in other registers made before you went offline. You will also be able to see any sales parked on this iPad since you went offline.

    If you cannot see the sale you were looking for in your sales history, you can use the filters and search to help:

    Customer: type the customer's name if they already have an account and tap Search

    iPad-Sales-History-Search-Customer.PNG

      Note

    If you've got filters active, the customer and user search will only return sales from within that period/outlet/status. This does not apply to receipts.

    Sale status: tap the Status drop-down to select the sale status you're searching for, e.g Layby, On Account, Parked, Completed, etc.

    iPad-Sales-History-Search-Status.PNG

    Outlet: tap the Outlet drop-down and select which (or all) of your outlets to narrow or broaden your search.

    iPad-Sales-History-Search-Outlet.PNG

    Date: tap the Date drop-down and select a date range to refine your results by.

    iPad-Sales-History-Search-Date.PNG

    Once you have found the sale you require, tap on it to expand and see more details.

    iPad-Sales-History-Expanded-Sale.PNG


    Continue the sale

    To continue an On account, Layby, or Parked sale:

    1. Tap the Menu icon (≡) and select Sales history.
      iPad-Menu-Sales-History.PNG
    2. Locate the sale you wish to continue, using the filters if required, and tap to expand it.
      iPad-Sales-History-Continue-Sale.PNG
    3. Tap Continue sale to open the sale on the sell screen.
      iPad-Sales-History-Park-Continue-Sale.PNG

      Tip

    You can also open a Parked sale directly from the sell screen by choosing to Retrieve sale.

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